Procedure for requesting disclosure, etc. of personal information

We will handle requests from principal or the principal’s representative regarding to personal data retained or record provided by a third party such as:(1) requests for notification of the utilization purpose of personal data retained, (2) requests for disclosure of personal data retained, (3) requests for disclosure of record provided by a third party, (4) requests for correction of personal data retained, (5) requests for addition of personal data retained, (6) requests for deletion of personal data retained, (7) requests for stop using or deletion of personal data retained, (8) requests for stop providing personal data retained which is provided by a third party (These statements (1) to (8) are called requests for disclosure, etc., collectively.) promptly in the reasonably acceptable scope based on personal information protection law. The procedure in such cases are as follows.
However, it may not be handled a disclosure request itself or method of desired responding in the case that it is required by law, incomplete invoice or identification documents.

１．Contact for requests for disclosure, etc.,

Please post requests for disclosure, etc., to the address shown below or email to privacy@systemfriend.co.jp after attaching the necessary documents to the prescribed request form. If posting, please send by the delivery record mail or simple registered mail or another method enabling confirmation of delivery. The requester is responsible for postage.

２．Documents to be submitted concerning requests for disclosure, etc.,

When marking requests for disclosure, etc., please click to the link below to download the request form (1), complete all prescribed fields, enclose the identify confirmation documents (2), and submit the documents.

（１） Invoice prescribed by the Company

1. 1. In cases for requests to get notification of the utilization purpose of personal data retained, or disclosure of retained personal data or record provided by a third party (for a fee)
   ◆Invoice for disclosure retained personal data（docx：21KB）
2. In case for requests to correct, add, delete, stop using or delete or stop providing to a third party (for free)
   ◆Invoice for correcting retained personal data（docx：21KB）

（２）Documents for personal identification

1) driver’s license, 2) health insurance card, 3) passport, 4) pension booklet, 5) basic resident registration card with a photo, 6) alien registration certificate (one submission from the above)
※Please black out the permanent address or other privacy-sensitive information before sending.

３．Requests for disclosure, etc., through agent

When your agent is marking a request for disclosure, etc., on your behalf, please submit the documents below in addition to (1) and (2) in 2. above.

1. Agent identity confirmation documents

   1) driver’s license, 2) health insurance card, 3) passport, 4) pension booklet, 5) basic resident registration card with a photo, 6) alien registration certificate (one submission from the above)
   ※Please black out the permanent address or other privacy-sensitive information before sending.

2. Agent certificate documents
   • Guardian of a minor
     guardianship decision document, certificate of registered matters or transcript of the family register
   • Guardian of an adult
     guardianship decision document or certificate of registered matters
   • Optional agent
     power of attorney (with seal) and the seal registration certificate which is on the power of attorney
     ◆power of attorney（PDF：7.1KB）

４．Charge required for requests for disclosure, etc.,

It will be required a fee when notification of the utilization purpose of retained personal data, request for retained personal data or requests for disclosure of record provided by a third party will be requested.

• 1,000 yen per request will be charged. (Included tax)

The way of payment depends on the way of notification you desired. By email, the way of bank transfer will be announced separately. By documents, we will send responding documents by cash on certificated delivery, please pay a fee when you receive.

５．Method of responding to requests for disclosure, etc.,

Basically, we will respond by the way written in an invoice. If you wish to get a request by documents, we will respond to address written in an invoice.

６．Use of personal data collected in relation to Requests for disclosure, etc.,

The personal information obtained regarding to the request for disclosure will be dealt within the scope necessary for the request. We will not return submitted documents. After a request for personal data has been answered, we will maintain and dispose of the documents in an appropriate manner.

７．Revisions

This procedure of requests for disclosure, etc., may be revised in order to protect customers’ personal information and to comply with changes in the applicable laws and regulations. Please make sure to confirm the current procedures when making requests for disclosure of personal data and others.